Office Associate School of Health and Social Services

The Office Associate position performs a variety of administrative and clerical duties that may require a higher level of degree of initiative, accuracy, judgement and knowledge as necessary to support the administrative operations of an academic department/unit.

Primary Duties & Responsibilities

Assists with Field Program

• Database management including creating, inputting, updating, and reporting on student practicum placements.

• Operate, maintain and provide support to students and faculty regarding field software program (required software program for all BSW & MSW students entering field)

• Utilizing TopNet to clear field students for classes

• Manages field email inbox and phone communication with students, faculty, and community partners

• Creating, maintaining, and electronically filing student records including all field related information (Field Application, required documents, proof of insurance, etc).

• Creating, maintaining, and electronically filing Field Instructor records (Field Instructor Application, copy of resume, copy of social work license, proof of master''s degree).

• Maintains all administrative filing (including electronic records) to accurately document various activities within the field program including policies and procedures updates, student handbook updates, etc.

• Assists the field program directors and department head with specific assignments and special projects

• Coordinate and maintain field program appointment calendars and schedule meeting rooms as needed

• Manage annual field program events (orientations, field instructor trainings and forums, student and field instructor awards, etc.)

• Maintains and reports accreditation data for the field program

• Maintains field program website

• Maintains and updates various electronic program forms as needed

• Performs a variety of secretarial duties to include word processing, spreadsheets & database management, as well as record keeping, filing, copying, emailing etc.

• Answers the phones, takes messages & directs phone calls to the appropriate individuals.

• Assists the Department Head, directors & faculty with specific assignments & special projects.

• Provides excellent customer service to all internal & external constituents.

BSW Administrative & MSW Administrative Duties

• Helps manage BSW & MSW email
• Creating, maintaining, and electronically filing student records starting from admission to graduation
• Maintains all administrative filing (including electronic records) to accurately document various activities within the department, policies and procedures updates, student handbook updates, etc.
• Maintains & updates various electronic forms as needed.
• Prepares documents using Microsoft Office Suite
• Assists the program coordinator and field director with specific assignments and special projects

Secondary Duties & Responsibilities

• Assist in maintaining departmental & program website
• Assists with accreditation data
• Other Administrative duties as deemed necessary.

Job Requirements:

• High School Diploma or GED
• At least 2 years of administrative/clerical experience or office administration.
• Ability to establish priorities, work independently, & be team oriented.
• Organized & detailed oriented with the capacity to work in an environment with frequent interruptions.
• Excellent organization, interpersonal & communication skills.
• Computer literacy and proficiency to include Microsoft Office but especially Excel & Adobe.
• Ability to perform the duties & responsibilities of this position in a competent manner following the highest standards of professionalism, problem-solving, decision making, integrity, accountability, responsibility, cooperation and customer service.

Additional Information:

Hourly Range: $14.44-$17.44

Kentucky state law requires all public institutions of postsecondary education to conduct pre-employment criminal background checks to determine suitability for employment.

Western Kentucky University (WKU) is committed to a policy and practice of providing equal employment and educational opportunities to all individuals. In accordance with Title VI and VII of the Civil Rights Act of 1964, Title IX of the Educational Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, Revised 1992, and the Americans with Disabilities Act of 1990, no form of discrimination or harassment will be tolerated at WKU on the basis of race, color, ethnicity, national origin, creed, religion, political belief, sex, sexual orientation, gender identity/expression, marital status, age, uniformed services, veteran status, genetic information, pregnancy, childbirth or related medical conditions, or physical or mental disability in admission to career and technical education programs and/or activities, or employment practices.

Persons with disabilities, who need reasonable accommodations to participate in the application and/or selection process, may contact the Office of Institutional Equity at 270-745-5121 for assistance. To report concerns related to WKU''s Discrimination and Harassment Policy, No. 0.2040 and/or WKU''s Sex and Gender-Based Discrimination, Harassment, and Retaliation Policy, No. 0.2070, please complete the Discrimination, Harassment, and Retaliation Reporting Form. Additional information regarding Title IX, including contact information for the Title IX Coordinator and reporting options, is available on WKU''s Title IX website.

Information concerning educational programs offered by WKU are provided at: https://www.wku.edu/academics/

For information related to job postings, application status, or the hiring process, please email employment@wku.edu.